Short-Term Disability (STD) Policy

Eligibility

STD coverage is available to:

• Full-time employees regularly scheduled to work at least 30 hours per week
• Benefit-eligible part-time employees, as defined by University policy

Employees become eligible on the first day of the month following their hire date, unless otherwise specified in the Summary Plan Description (SPD).

Benefit Overview

The University provides STD coverage at no cost to employees through a third-party insurance carrier.

• Income Replacement: Typically 60% of base weekly earnings (subject to carrier terms)
  The Hartford will pay 60% ob base weekly earnings,  up to $1000 or the maximum benefit established by the insurance carrier.
  • Staff: May use accrued personal and/or vacation leave, in accordance with University policy, to supplement STD benefits up to 100% of regular earnings.
  • Faculty: Salary continuation benefits are provided under the University's Faculty Salary Continuance Policy. When applicable, salary continuation will be coordinated with STD benefits so that total compensation does not exceed 100% of the faculty member's regular salary.
• Maximum Duration: Up to 12 weeks per qualifying disability
• Elimination Period (Waiting Period):
  • 14 calendar days for illness or injury
  • 0–14 days for hospitalization, as defined by the Hartford or insurance carrier
  • Staff may use available accrued paid leave in accordance with University leave policies. Faculty may receive salary continuation.

Exact benefit levels and terms are governed by the official insurance contract. Short-term disability is not a supplemental policy but rather an income replacement policy.

Qualifying Conditions

STD benefits are available for:

• Non-work-related illness or injury
• Surgery and recovery
• Pregnancy and childbirth
• Other medical conditions that prevent the employee from performing essential job functions

STD does not cover:

• Work-related injuries (covered under Workers’ Compensation)
• Conditions not supported by medical documentation
• Elective procedures not deemed medically necessary by the carrier

Coordination with Leave Policies

STD runs concurrently with applicable leave policies, including:

• Family and Medical Leave Act (FMLA)
  • Provides up to 12 weeks of job-protected leave
  • STD provides wage replacement during this period (if approved)
  • Required to submit a short-term disability (STD) claim
• Paid Leave Use
  • Staff: Accrued vacation and/or personal leave may be used to supplement STD benefits, provided total compensation does not exceed 100% of regular earnings.
  • Faculty: Faculty Salary Continuance will be coordinated with STD benefits in accordance with the Faculty Salary Continuance Policy. Combined payments from salary continuation and STD benefits will not exceed the faculty member's regular salary.

Employee Responsibilities

Employees requesting STD must:

1. Notify their supervisor and Human Resources as soon as possible
2. File a claim directly with the University’s STD insurance carrier within 30 days of the qualifying event. Claims may not be processed if they are more than 30 days after the qualifying event
3. Provide timely and complete medical certification
4. Comply with all carrier and HR documentation requirements
5. Participate in periodic status updates, if requested

Failure to meet these requirements may result in denial or termination of benefits.

Benefit Payments

• STD benefits are paid directly by the insurance carrier
• Payments are subject to applicable taxes, based on plan structure
• Payments are directly deposited into the employee’s bank account
• Benefits begin after the elimination period and upon claim approval

Benefits While on Leave

During approved STD leave:

• Health benefits may continue under the same terms as active employment
• Employees are responsible for their portion of benefit contributions
• (Staff) Accrual of paid leave (vacation/personal) (faculty salary continuance) may be suspended during the unpaid portions of leave

Return to Work

Employees must provide:

• A fitness-for-duty certification from their healthcare provider to the Office of HR before returning to work to the HR Office

The University may:

• Require a medical release outlining any restrictions
• Provide reasonable accommodations where appropriate, consistent with the Americans with Disabilities Act (ADA)

Reminder: HIPAA Compliance - To protect employee privacy and maintain the confidentiality of medical information, all medical documentation, including fitness-for-duty certifications, FMLA certifications, ADA documentation, and other healthcare provider documentation, must be submitted directly to Human Resources rather than to supervisors or coworkers.

Fraud and Misrepresentation

Any misrepresentation of a medical condition or misuse of STD benefits may result in:

• Disciplinary action, up to and including termination
• Repayment of improperly received benefits

Policy Administration

This policy is administered by Human Resources in partnership with the University’s STD insurance carrier. The University reserves the right to amend or terminate this policy at any time.

Disclaimer

This policy is intended as a summary. In the event of any conflict, the official Summary Plan Description (SPD) and insurance contract will govern.